Dynamic Conditional formating based with a custom formula - google-sheets

Question

Ok, it's a bit of a head scratcher for me.
I am working on a work load spreadsheet and I need to highlight people with different colours depending on their workload so that I could see at glance who's loaded too much and who still has capacity.
Capacity number is just a number of project she or he can handle can be 3 to 5. I store this data in a separate sheet "Resources".
3 colours of load are enough
The problem I am facing is conditional formatting in GS doesn't support pulling data from a separate sheet. Id' rather keep all the raw data outride of the main Overview sheet. But if it's impossible maybe helper columns next to each group of workers would work as well
However, it's important be able to copy the whole row and paste at the end for new projects.
Plus I have difficulty to figure out how to create a formula that works for all names, rather than creating colour conditions for each single name.
Any suggestions?
Here is an example spreadsheet of table and bellow what I envision it should like. I need to be able to see in the Overview sheet at glance who's at their capacity. So as you can see Bobbie is on 6 projects, so he has to be RED. Tom is only on one project and the colour should be something like blue or green. Hope that makes sense https://docs.google.com/spreadsheets/d/12hJlsH8PndCYrrhgCoL5oUghHQMLL1bgIWomSpEfdEA/edit?usp=sharing

Answer 1

Okay, I think I found a way to do this. However, it needs a couple of Conditional format rules if you want to do a kind of gradian.
The good thing is that it will not require to be linked to a name. Even if you change the names, it will not affect it.
The rule will look something like this:
The one that has a capacity of up to 5 will look like this after adding the rules:
For the ones for developers, I added the 3 columns at the same time, so the formula takes the 3 columns for the capacity count.
I edited the Sheet called "Copy of Overview." I added the formatting for the C and D columns.
Reference:
Use conditional formatting rules in Google Sheets

Answer 2

Quick fix
Try this if you want the conditional formatting done in Resources tab.
Adjust the minpoint and maxpoint in Conditional format rules pannel accordingly
Helper table
Paste this formula anywhere to get the helper table with the count of each worker occurrence in the range C2:F
= ArrayFormula({
"Name", "Work Load";
FILTER(UNIQUE(FLATTEN(Overview!C2:F)),UNIQUE(FLATTEN(Overview!C2:F))<>"",UNIQUE(FLATTEN(Overview!C2:F))<>"-"), IF(
FILTER(UNIQUE(FLATTEN(Overview!C2:F)),UNIQUE(FLATTEN(Overview!C2:F))<>"",UNIQUE(FLATTEN(Overview!C2:F))<>"-")="",,
COUNTIF(FILTER(FLATTEN(Overview!C2:F),FLATTEN(Overview!C2:F)<>""), FILTER(UNIQUE(FLATTEN(Overview!C2:F)),UNIQUE(FLATTEN(Overview!C2:F))<>"",UNIQUE(FLATTEN(Overview!C2:F))<>"-")))})
Conditional formatting & formulas - Simple
Similar to Giselle Valladares, answer "2022-08-12 22:00:41Z"
Simple but have a Limitation: a single white space is also highlighted
Color "Formatting style"
Apply to range
Formula
Green
C2:G
=COUNTIF(C2:F,C2)=1
Blue
C2:G
=COUNTIF(C2:F,C2)=2
yellow
C2:G
=COUNTIF(C2:F,C2)=3
Red
C2:G
=COUNTIF(C2:F,C2)>=4
Conditional formatting & formulas - Complex
Try this
Color "Formatting style"
Apply to range
Formula
Green
C2:G
=ArrayFormula(REGEXMATCH(Overview!C2:G23, TEXTJOIN("|",,FILTER(FILTER(FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-"),FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")<>""),FILTER(IF( FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")="",, COUNTIF(FILTER(FLATTEN(Overview!C2:G),FLATTEN(Overview!C2:G)<>""), FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-"))),IF( FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")="",, COUNTIF(FILTER(FLATTEN(Overview!C2:G),FLATTEN(Overview!C2:G)<>""), FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")))<>"")=1))))
Blue
C2:G
=ArrayFormula(REGEXMATCH(Overview!C2:G, TEXTJOIN("|",,FILTER(FILTER(FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-"),FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")<>""),FILTER(IF( FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")="",, COUNTIF(FILTER(FLATTEN(Overview!C2:G),FLATTEN(Overview!C2:G)<>""), FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-"))),IF( FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")="",, COUNTIF(FILTER(FLATTEN(Overview!C2:G),FLATTEN(Overview!C2:G)<>""), FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")))<>"")=2))))
yellow
C2:G
=ArrayFormula(REGEXMATCH(Overview!C2:G, TEXTJOIN("|",,FILTER(FILTER(FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-"),FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")<>""),FILTER(IF( FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")="",, COUNTIF(FILTER(FLATTEN(Overview!C2:G),FLATTEN(Overview!C2:G)<>""), FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-"))),IF( FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")="",, COUNTIF(FILTER(FLATTEN(Overview!C2:G),FLATTEN(Overview!C2:G)<>""), FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")))<>"")=3))))
Red
C2:G
=ArrayFormula(REGEXMATCH(Overview!C2:G23, TEXTJOIN("|",,FILTER(FILTER(FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-"),FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")<>""),FILTER(IF( FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")="",, COUNTIF(FILTER(FLATTEN(Overview!C2:G),FLATTEN(Overview!C2:G)<>""), FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-"))),IF( FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")="",, COUNTIF(FILTER(FLATTEN(Overview!C2:G),FLATTEN(Overview!C2:G)<>""), FILTER(UNIQUE(FLATTEN(Overview!C2:G)),UNIQUE(FLATTEN(Overview!C2:G))<>"",UNIQUE(FLATTEN(Overview!C2:G))<>"-")))<>"")>3))))

Answer 3

The problem was:
First, you applied your conditional formatting to whole columns when your first row is a header.
Second, your NB.SI formulas had the same problem as the first one but also you didn't lock your ranges with "$".
So for managers, the formula must apply to the range C2:C (not C:C) and be written like that:
=NB.SI($C$2:$C,C2)>5
The ">5" must be modified according to the colors you want.
For the Designer, you can add the function "IF" to the formula as Daniella has more capabilities like this:
=SI($G2<>"Daniella";NB.SI($G$2:$G,G2)>3,NB.SI($G$2:$G,G2)>4)